How to Get Busy People to Respond to Emails in a Simple Way
Email marketing is the act of sending a billboard message, typically to a gaggle of individuals, using emails. In its broadest sense, every email sent to a possible or current customer might be considered email marketing.
It involves using email to send advertisements, requests business, or solicit sales or donations. You might think you spend the bulk of some time at work sitting in meetings or talking on the phone, but you’ll be wrong.
A big portion of your workweek might be spent writing, reading, and responding to emails.
A recent study from Adobe revealed that workers are spending 4.1 hours per week checking and interacting with our work emails.
Despite the adoption of tools like Slack, workers are using email quite often — and what’s more, it can take us up to 25 minutes to get back on task once we’ve been interrupted by checking and reading email during the workday.
So needless to mention, once you draft an email.
whether it’s to your manager, your direct report, or contact you would like to figure with — you would like it to be well-crafted and impactful so it doesn’t expand even longer.
So we’ve put together the following pointers for writing emails — which will get opened and replied to, without wasting anyone’s time.
How to Write Emails Your Contacts Will Reply To
1) Write a descriptive subject line.
Your subject line should outline the rationale for your email therefore the recipient is compelled to open and answer it. It should even be clear and succinct — in any case,
if your subject line is obvious, your email will likely be, too. we propose avoiding full sentences and only putting the meatiest part of your reason for emailing within the subject line.
Phrases to Avoid:
- “Checking in”
- “Touching base”
“Following up”
- Example Subject Lines:
- “Question about your blog post about Snapchat”
- “Meeting information for Monday, 5/1”
- “New data: 43% of consumers want video content”
2) Get to the purpose, and quickly.
In the opening lines of your email, you would possibly be tempted to enumerate your credentials or your organization, but you’ll do this later. Instead, the line of your email should get to the purpose therefore the recipient immediately understands what’s being asked of them.
The basic format of a successful email should be:
- Opening greeting
- Reason for emailing
- Details
- Call-to-action
- Closing greeting
This format is considerate to your reader, who has trouble maintaining attention for long periods of your time, and it compels you to write down clearly and compellingly to form the recipient to keep reading.
3) Use basic language.
Remember the episode of Friends when Monica and Chandler asked Joey to write them a letter of reference, and he used his thesaurus too enthusiastically?
In this case, Joey changed numerous words to their more advanced synonyms that his original meaning was completely convoluted. this will happen together with your emails, too.
Resist the urge to use industry jargon or flowery language and stick with the fundamentals. Make your sentences clear, straightforward, and short –
if a sentence requires quite one comma, consider breaking it into two sentences.
the better your email known, the better it’ll be for the recipient to quickly respond.
4) Use numbers.
There are a couple of ways you’ll use numbers and statistics in your email which will make it easier to draw in and keep the recipient’s attention.
Numbers written as numerals (23) rather than words (twenty-three) are shown to draw readers’ attention once they quickly scan what they’re reading online — which research shows internet users are more and more likely to try to.
As statistical data lend your email more credibility. Numbers represent facts, which your reader could be more compelled to reply to.
See what we did there? The numbered list probably drew your eye quite writing that call at paragraph format would have. Formatting helps too — more thereon later.
5) Keep it as short as possible.
Keep it short and sweet.
Researchers analyzed over five years of emails, and they found that shorter emails resulted in faster response times.
That’s helpful once you consider that reading and responding to emails can eat up numerous hours in your week.
Shorter emails assist you and therefore the recipient spends less time writing and replying to emails, which makes everyone more productive.
Our trick for keeping emails short is by typing them on Twitter first.
Emails do not have to be under 140 characters, but it is a good guardrail for having a maximum impact in fewer words. you’ll keep your emails shorter by using numbers, omitting unnecessary words like adjectives and adverbs, and thinking carefully about formatting.
The ideal email length varies counting on your industry, but we propose keeping your emails under 200 words long.
the typical screen reading speed is 200 words per minute, so getting to keep messages below that focus on maybe a good rule of thumb.
6) Use bullet points.
Whenever possible, use bullet points or a numbered list to arrange your email structure. Here’s why:
Bullets don’t require full sentences, so you’ll use fewer words to urge an equivalent message across.
Bullets help hack the formatting of an email to take care of the reader’s attention.
Bulleted or numbered lists help clearly outline steps during a process that requires to taken, which is beneficial for email documenting meetings or initiatives.
We suggest using only three bullets. Studies have shown that our brains wish to presented with three options to think about . Use three bullets or numbered items in your emails for max impact.
7) Answer the question “so what?”
Just because the topic of your email is vital to you doesn’t suggest the recipient necessarily agrees. you would like to make sure that your reader comes far away from your email with the solution to the question “so what?”
Psychologist Ellen Langler found that the utilization of the word “because” made people more likely to suit the request.
By providing the rationale behind asking someone to assist you or do something for you in an email, you create it easier for the recipient to mention “yes.”
When posing for someone else’s time and energy, confirm to incorporate a “because … ” so that they can understand the impact their compliance will have.
8) Make your task clear.
Some emails have clear questions, and a few emails don’t. Either way, confirm to state what exactly you would like from the recipient of your email to form it easier for them to reply.
Remember the email structure we mentioned above?
- Opening greeting
- Reason for emailing
- Details
- Call-to-action
- Closing greeting
Start your email with the rationale you’re emailing, provide the recipient with details and therefore the “so what?”
of your message, and shut your email with a transparent invite next steps.
Whether you would like them to edit a blog post, or attend a gathering, otherwise you don’t need any specific action from them at that point, confirm that’s the last line of your email.
The final line of your email will likely be most memorable,
so if the recipient doesn’t reply directly, they’ll be ready to easily remember what they have to try to do next.
9) Know when to require it offline.
Sometimes, the simplest email isn’t an email in the least. Instead, it is a call,
a Slack direct message, a virtual conference, or an in-person meeting.
We’ve told you to keep your email as clear and succinct as possible. So if you’re drafting your message and finding that it requires any of the subsequent,
that would be a sign that it is time to take a seat down and mention what you’re working on:
If your email is very time-sensitive, explore if there’s a faster way to reach that person within
the office or by employing a messaging app.
If it takes you multiple paragraphs to urge your point across, consider
if you would like to supply a slide deck to present during a meeting.
You would like answers to multiple complicated questions
(that don’t involve a yes or no answer), send a gathering invitation instead-but include the questions within the event description, therefore, the recipient can prepare.
A good indicator to work out if you ought to take your message offline is how long it takes you to write down your email.
If you’ve got to stay editing and rewriting to form your points clear, they could not be clear to your recipient, either.
Luckily, meeting invites are short and sweet, and they involve an easy yes or no answer.
confirm to supply context within the event description, or a pre-meeting email, so attendees can steel themselves against the conversation early.
Conclusion
If you’re emailing your colleagues and contacts,
they’ll understand a sentence or a typo here and there (although we advise self-editing before pressing “send,” of course).
But when it comes time to start out emailing subscribers and leads on behalf of your brand,
inspect our free beginner’s email marketing guide for more suggestions and concepts.
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